Values
Numbers are system-generated in the following range: 1000000000
- 1999999999.

3.3.1.3

RULES

Term IDs may not be edited by the editors.

The system assigns unique, consecutive numbers to names
as names are created or loaded in ULAN. Numbers of deleted
names are not re-used.

Each name in each subject record has a different Term
ID. Homographs do not share the same Term ID.

3.3.2

Name (required)

3.3.2.1

Definition
Proper names, appellations, nicknames, or other identifying
phrases used to refer to a person or corporate body.

Examples

Wren, Christopher

Rothko, Mark

Christopher Wren

Giambologna

Kalf, Willem

Burgkmair, Hans, the elder

M$00eraud, Pierre-Antoine, p$02ere

Bartolo di Fredi

Pei, I. M.

Sullivan, Louis H.

Rembrandt Harmensz. van Rijn

Michelangelo Buonarroti

Gilbert & George

Kicking Bear

Limbourg Brothers

Shen Nanpin

Skidmore, Owings & Merrill

Katsushika Hokusai

McKim, Mead and White

Hand G

Associated American Artists

Master of the Dido Panels

National Gallery of Art

Achilles Painter

Unterberger family

Monogrammist A. C.

Feature Animation (Disney Studios, Walt Disney Company)

Museum of Classical Archaeology

3.3.2.2

Values
Names is a free-text field; values may be ASCII characters
(including numbers). No special characters or diacritics are
allowed; diacritics must be expressed according to the codes
in Appendix A.

3.3.2.3

Sources
Sources are discussed in a separate section, Sources for Names
below.

3.3.2.4

Discussion
The Name in ULAN is analogous to the Name in TGN and the Term
in AAT. A preferred name is sometimes the only name in the
subject record. The preferred name is the name used most often
in standard general reference sources in English. It is the
name that is displayed in default displays, thus it is sometimes
called the "default record-preferred name."

If the
name has been translated into English (e.g., Raphael) in most authoritative English sources,
this name should be preferred; however, the preferred name in the local language of the artist should
be included as well (e.g., Raffaello). Additional alternate
and variant names for the artist should also be included.

3.3.2.5

RULES

3.3.2.5.1

Minimum requirements
Record at least one name, the preferred name.

For modern Western artists, record the preferred name
in inverted order. It is required to also record the preferred
name in natural order; flag it as the Display Name.

Example

For early Western artists and non-Western artists, there
often is no inverted form of the name.

List as many variant or alternate names as have at least
one legitimate source. Consult sources to gather alternate
names as time and editorial priorities allow.

3.3.2.5.2

Alphabet and diacritics

»Roman alphabet

Record all names in the Roman alphabet.

Transliterations
For names in a language that is not written in the Roman
alphabet, record the vernacular name that has been transliterated
into the Roman alphabet.

For the preferred name, you should ideally
use the transliteration derived by applying ISO standards.
However, you must often choose between variant transliterations
without knowing which transliteration method was employed.
In such cases, use the transliteration as found in the
most authoritative of available possible sources.

If, at the direction of your supervisor, you are doing
a special project that requires using a source in another
alphabet, use the appropriate ISO standard for transliterating
the names into the Roman alphabet.

For variant names, include names derived
by alternate transliteration schemes. However, remember
that you must have a source for the name - do not try
to translate one transliterated name into another form
(unless you are an expert in that language and have consulted
with your supervisor).

»Diacritics

Do not include diacritics or special characters in the
Name field.

Example

L$00opez, Jos$00e Antonio

Indicate diacritical marks by using the diacritical codes
in Appendix A (e.g., $00 in the examples above and
below).

Example[diacritical codes in Appendix A]

If you are cutting and pasting names from an online source,
to avoid accidentally pasting special characters and html
codes in the Name field, do the following: Paste the name
into Notepad text editor, delete diacritics and replace
them with the codes from Appendix A, then copy the name
and paste it into VCS. (Notepad will automatically remove
many special characters, but you will have to manually replace
the diacritics.)

3.3.2.5.3

Capitalization
Capitalize all proper names.

Examples

Unterberger, Ignaz

Stormont, Mary

Neri di Bicci

Velde, Willem van de, III

Machado and Silvetti

Superstudio

If the name includes an article, preposition, or conjunction
(e.g. of, the, a, and, los, il, la, l', de, des, della),
generally use lower case. If an article or preposition is
the first element in the name, generally spell it with an
initial capital letter. Consult standard reference sources
for guidance (see Sources for Names below). See also Inverted
and natural order names below.

Examples

Le Gros, Jean

Loo, Abraham Louis van

»Mixed case

Names and other information should be expressed in mixed
case (i.e., not in all-upper or all-lower case). If your
source lists the name in all caps, translate it into mixed
case.

Exception: An exception is when the name has been
constructed by an editor (e.g., the word family in
Unterberger family). The descriptive word added by
the editor should be lower case. (Monogrammists and appellations
devised by scholars for anonymous artists should be recorded
in mixed case.)

Exception: For the name of a corporate body, if
the official name includes all caps or an unusual arrangement
of uppercase and lowercase, use uppercase and lowercase
as found in authoritative sources (e.g., ARTstor).

3.3.2.5.4

Abbreviations

For the preferred name, avoid abbreviations,
except for living artists, extant corporate bodies, or other
modern persons or corporate bodies, who prefer to spell
their name with an abbreviation.

For variant names, include common abbreviations
and variations on the name with abbreviations spelled out,
as appropriate.

Examples[preferred name does not include the abbreviation]

Lombard Master of Saint George (preferred)
Lombard Master of St. George

[preferred name for a modern artist includes the
abbreviation; variant includes the abbreviated word
spelled out]

Cadell, Florence St. John (preferred)
Florence St. John Cadell (display)
Cadell, Florence Saint John

»Corporate Bodies

For corporate bodies, use abbreviations (e.g., ampersand
or abbreviated words) for the preferred name, if found
in authoritative sources.

Avoid initials or acronyms for the preferred name. When
cited in authoritative sources, include initials for the
variant names. Exception: For relatively modern artists
or corporate bodies, initials may be included in a preferred
name when this form is the most commonly used form of the
name. See also Middle Names below.

[preferred name for modern artist includes the initial
because this is the most common name for him]

Pei, I. M. (preferred)
I. M. Pei (display)
Pei, Ieoh Ming

Include periods after the initials and spaces between
initials (e.g., Pei, I. M. above), except for the
rare case when a modern corporate body prefers to spell
its name without spaces or periods (e.g., SOM in
the example below). See also Fullness of the name
below.

Only one name per field
Caveat: A single name field should not contain multiple names,
as is sometimes found in names contributed from other databases
and in LC Subject Headings.

Do not include a second name in parentheses. For example,
rather than expressing a preferred name with a second name
imbedded with parentheses, as in Masaccio (Tommaso di
Ser Giovanni di Mone Cassai), record these two names
as two different names. You would choose Masaccio
as the preferred name (because it is the name by which the
artist is commonly known), and the full name Tommaso
di Ser Giovanni di Mone Cassai as a variant name.

Even if your source lists a "heading" or entry-form
name with parentheses, do NOT copy this verbatim into the
ULAN field. Interpret the source, and enter the data in
two separate fields. E.g., if the source lists a name as
Hidley, Joseph H. (Joseph Henry), put this in two
separate name fields in ULAN. That source's preferred name
is Hidley, Joseph H., and a variant name from that
source is Hidley, Joseph Henry. (Which name, if either,
is the ULAN-preferred name depends upon your research in
additional sources, of course, because ULAN requires the
most commonly used name.)

3.3.2.5.6

Preferred Name For the preferred name, choose the name commonly used
in English-language sources.

Flag the preferred name. See Preferred Flag below.

To determine which name is most commonly used, consult
standard artist dictionaries and encyclopedia, textbooks,
and authoritative Web sites, such as a museum's official
site.

All other factors being equal, if the name is included in the Library of Congress Authorities, prefer that name if possible: This is important particularly for kings, patrons, and other non-artists. Do not prefer the LOC form if the form does not comply with ULAN editorial rules or if the form is inconsistent with other similar names in LOC. Note the LOC ID number in the page number of the source on the name. See Sources for Names for a list of standard
sources.

For names that are not found in standard sources, consult
museum records and other published sources. In the rare
cases where it is necessary to create a name (as described
in specific rules below), construct a preferred name based
on the rules in this manual (e.g., rules for names containing
"the elder" and "the younger"). If you
cannot find the name in a source and if no specific ULAN
rule is applicable for the name at hand, use the Anglo
American Cataloguing Rules: 22 Headings for Persons, 24
Corporate Bodies, or the Chicago Manual of Style:
7.6 Personal Names or 7.47 Names of Organizations,
and report the omission to your supervisor.

»Consistency

Be consistent regarding the transliteration method, syntax,
punctuation, capitalization, and style for the preferred
names of artists in the same family or otherwise having
similar names. For example, the following preferred names
are unacceptable for the two brothers with similar names:

Marseus van Schrieck, Evert
Schrieck, Otto Marseus van

The preferred names for both of the above artists should
be formatted consistently (in this case, based on warrant,
with the names indexed under Marseus instead of Schrieck).
Alternate formats and syntax may be used in variant names.
Use authoritative sources and a comparison of other similar
names already in ULAN to make the decision regarding how
the preferred names should be formatted.

When dealing with corporate bodies that have hierarchical
depth, for the names of subdivisions, use the same source
that was used for constructing the hierarchy, if possible.
See also 3.1 Hierarchical Relationships.

3.3.2.5.7

English Name
Always include the English name if it is different than the
vernacular name and if warranted by sources.

The English name should generally be the preferred name,
except where the vernacular or another name is more commonly
used in English-language sources (e.g., Raphael in
English, Raffaelo in Italian; National Museum
in English, Národní Muzeum in Czech).

The preferred English name is not necessarily the fullest
English name, but rather, the name commonly used in published
sources in American English.

Caveat: If the British English spelling differs
from the American English spelling, flag the British English
name as appropriate (British English, Code 70053).
See further discussion at Language for Names below.

Personal names: Note that most non-English-language
personal names do not have an English equivalent (use authorized
sources; do not invent English translations of names where
none is found in the sources).

Corporate body names: Note that most major institutions
in non-English-speaking places have an English equivalent
for their name. If the English name appears in an authoritative
source, including catalogues and Web sites published by
the institution itself, use the English name as the preferred
name. If you cannot find an English name in an authoritative
source, do not invent an English translation; use the vernacular
name as the preferred name.

Examples[for a museum in Prague, Czech Republic, preferred
name is English because the English name appears most
often in English-language sources and on the English
page of the official Web site of the Museum]

National Museum (preferred)
N$00arodn$00i Muzeum

[for a museum in Mexico City, preferred name is
English]

National Museum of Anthropology (preferred)
Museo Nacional de Antropolog$00ia

[for a French architectural studio, preferred name
is French because the French name is most often used
in English-language sources]

Atelier Le Corbusier (preferred)
Le Corbusier Studio

[for a museum in Bologna, Italy, preferred name
is Italian because the Italian name is generally used
in authoritative English-language sources, including
English translations of catalogues published by the
institution itself; the English name appears only
occasionally in minor and antiquated sources]

Pinacoteca Nazionale (preferred)
National Picture Gallery

Use the language field and the preferred language flag
to mark the preferred English name. See the section on Languages
below.

Inverted and natural order names
Names may be in inverted order (e.g., Wren, Christopher,
used for indexing) or in natural order (e.g., Christopher
Wren, used for display). Record the preferred name in
both natural and inverted order. See also Names with articles
and prepositions below.

»Syntax

For the inverted order form of the name, record
the name in the following order: last name, comma, first
name, followed by middle names or initials and title, if
any.

For the natural order form of the name, record
the name in the following order: first name, middle names
or initials (if applicable), and last name. If there is
a title, separate it from the name with a comma (e.g., Charles
Clifford, 6th Baron of Chudleigh). For Jr. or
Sr., use a comma, but for the Elder or the
Younger, do not use a comma.

Commas:For inverted names, in general,
use only one comma (e.g., Meier, Richard and Sefton,
Mrs. Walter). An exception is for titles and honorifics
that appear at the end of the natural order form of the
name; these titles and honorifics should be positioned at
the end of the inverted name, which requires a second comma
(e.g., Hartray, John F., Jr. or Clifford, Charles,
6th Baron of Chudleigh). Follow specific rules throughout
this manual for placement of commas.

Initials: Use periods with initials; if there are
multiple initials, include a space between them. Exceptions
are for initials that are part of an official name of a
corporate body (e.g., MoMA, which would typically
be an alternate name, not the preferred name).

»Persons

For the preferred name, names for persons should
generally be in inverted order. Attempt to find the inverted
form in a standard source; if you cannot find the name in
a source, invert the name using the rules above. Label the
appropriate names as Display (i.e., set to "yes")
and Index with the Display Name flag.

Example[for a person, example from VCS]

If the preferred name is inverted, include the natural
order form of the preferred name in position #2, and flag
it as the Display Name (see Display Name below).
It is not required to include natural order forms for non-preferred
variants.

If you are not familiar with the language and cultural
usage of the name, and you thus cannot determine which word
is the last name, do not invert the name. In general, do
not attempt to invert names in non-Western languages unless
the name is inverted in authoritative sources.

Do not invert names of early artists (e.g., Gentile
da Fabriano), unless the name is commonly inverted in
authoritative sources (check the indices and other alphabetical
lists in such authorities).

»Corporate bodies

For corporate bodies, preferred names should generally
be in natural order, not inverted. You may include a variant
name in inverted order, if appropriate.

For Western creators dating from before the 16th century,
do not invert the preferred name if it is not inverted in
authoritative sources. Such names are often a combination
of a given name plus a patronymic, place name, or other
descriptive phrase, and are thus not inverted because they
do not have a "last name" per se. You may include
an inverted version of the name as an alternate name, if
appropriate.

As for names in all Western languages, prefer the name
used most often in standard English-language sources.

For non-Western creators, do not invert the preferred
name if it is not inverted in authoritative sources. In
such cases, the name may already be listed in inverted order
or may otherwise be inappropriate for inversion. For example,
for Chinese names, it is generally proper to write the surname
and first name in inverted order without a comma.

Examples[8th-century Chinese artist]

Zhang Xu (preferred)
Chang Hs$04u
Zhang Chengshi

[modern Chinese artist]

Hai Bo (preferred, display)
Bo, Hai (display)
Hai, Po

Caveat: If the preferred name has no comma, include
a variant name with a comma, if warranted. Note that Library
of Congress names will typically include a comma; you may use that form as preferred if you have no more authoritative sources that contradict use of this name form as preferred (see AACR
Flag below).

Westernized names: Note that some Chinese, Japanese,
and other non-Western names have been westernized, meaning
the surname is given last in natural order spellings. Such
names should be inverted with surname first and a comma,
as for Western artists.

Consistency: Try to consistently prefer the form
used by a single general source (such as Grove for artists) for names
in a given language. So, for example, if the artist is in
Grove, use that preferred form. If not, use the form preferred
in a Japanese art specialty book. In the examples below,
Hokusai's preferred name is an exception in inverted order
because, although Grove lists it in natural order with no
comma, he is very famous, thus we researched him in many
sources; his name is listed with the comma in most other
standard sources. For non-artists, Library of Congress may be used as a consistent source.

Generally, the "last name" part of the inverted
name should not include the article or preposition. However,
this depends upon common usage. For the preferred name,
the inverted form of the name should begin with the article
or preposition if this is the form found most often in standard
authoritative sources. See also Capitalization above and
Nicknames and pseudonyms below.

Examples[inverted form does not begin with preposition]

Loo, Abraham Louis van (preferred, index)

[inverted form begins with preposition]

Da Rosa, Gustavo (preferred, index)

Caveat: For early artists, you must first establish
if the name should be inverted at all. The names of early
artists are often not inverted, and the article or preposition
may represent a descriptive phrase, not a last name per
se (e.g., Bartolo di Fredi is not inverted).
See Early creators above.

Article without a space: For the variant names,
if there is warrant, add names so that the record includes
a version of the name with and without a space between the
article and preposition (e.g., Le Gros and Legros
in the example below).

Example

Legros, Jean (preferred, index)
Jean Legros (display)
Le Gros, Jean

How to invert a name: For the preferred name, if
the name contains an article or preposition and you cannot
find the inverted form of the person's name in authoritative
sources, use the following procedure: assume that the use
of uppercase letters for an article in the natural order
form of a personal name (e.g., the "D" in William
Frederick D'Almaine) is an indication that this part
of the name should be used as the "last name"
part of the inverted name (see examples above). If the article
or preposition is in lowercase (e.g., Charles d'Agar),
assume that it should not be part of the "last name."
If there is warrant, include a variant name with the article
as part of the "last name."

When there are multiple names in a last name (e.g., with
married names or Spanish names), the preferred name should
be the most commonly used inverted name. Make a variant
name with the additional word listed first, if there is
warrant.

Including variant names
Be certain that variant names are flagged as Non-preferred
names. See discussion at Preferred Flag below.

At minimum, include important alternate and variant names
that appear in major published sources and represent significant
differences from the preferred name in form or spelling.
As time and editorial priorities allow, check additional
artist dictionaries and encyclopedia for additional alternate
and variant names. Include variant names even if the differences
in spelling and punctuation are minor.

Names in various languages
For personal names in the Roman alphabet, the language is usually irrelevant because it will be spelled the same in any language. It is assumed that the preferred ULAN name is the name that should be used in displays in the English language. If this is untrue, or if there could be ambiguity in creating English displays given the names in a particular ULAN record, specifically flag the name that should be used in English displays, even if the name is not actually of English-language derivation. This rule may be extrapolated to apply to flags for languages other than English, should contributors wish to provide language flags to allow display of ULAN in their local language instead of English.

Include names in various languages, with the correct language designation, if known and appropriate for the sake of clarity. This rule will generally apply only 1) to early people who are extremely famous and have names actually translated in various languages, 2) to modern or early people who were active in more than one country and thus had multiple expressions of their name, 3) to people whose names are constructed using descriptive phrases rather than strictly names (e.g., Master of the Tegernsee Altar or Christina, Queen of Sweden), and 4) to corporate bodies, whose names are often translated in various languages.

If the name is in a language expressed in an alphabet or characters other than the Roman alphabet, the language designation should refer to the appropriate language designation, with the greatest specificity known by the cataloger (such as Chinese
(transliterated Wade-Giles)).

If the name form includes English words (e.g., Louis IX, King of France), flag the language as English.

Misspellings
Include a misspelling if it is found in a major published
source (e.g., O'Keefe, Georgia, with one "f"
below). If you are absolutely certain that the name is a misspelling
(and not a historical name or other valid variant), note this
in the Display Date for that name (because Display Date is
a free-text field, you may use it for this purpose, although
you must also have dates in mind for Start and End Dates;
see Dates for Names below).

Example

Caveat: Names of early artists may be spelled in
various ways, because there was no established, correct
spelling during the artist's lifetime. Include such names
only if they appear in major published sources. Do not
describe such names as "misspellings" in the
Display Date. Be sure to flag them as Historical.

Caveat: Do not include modern or historical misspellings
if the misspelling occurs in only one document; such a misspelling
will not be helpful in general retrieval and in fact lessens
the value of ULAN as a general retrieval tool. Keep in mind
that the total number of variant names generally should
not exceed 15 or 20, and in most cases, one to five names
are enough.

3.3.2.5.14

Fullness of the name
Include significant differences in the fullness of the name.
The preferred name should not necessarily be the fullest name,
but rather the most commonly used name.

Caveat: In general, do not include only a first
name or only a last name; even if an archival or other source
uses only the first or last name, do not include it in ULAN.
For example, the single word Goya should NOT be a
variant name in the above example. Exceptions include only
rare examples of very famous artists, e.g., Raphael.
Consult with your supervisor before adding such a name.
Do not use a last name alone with a title of nobility, a
social title, or an honorific (e.g., do NOT include Mrs.
Stieglitz as a variant name). See Titles below.

»Middle names

Avoid including middle names or initials in the preferred
name, except when the most commonly used name includes the
middle name(s) or initials. This exception will most often
occur with modern artists who themselves prefer the fuller
name. Include middle names and initials in variant names,
where warranted by authoritative sources. See also Initials
above.

If a person's name has changed over time, include the
former names. Examples include legal name changes (e.g.,
a married name) and any other instance of former appellations.
The preferred name should be the name most often used in
authoritative sour

For artists whose identity has changed over time through
scholarship, include their previous appellations as alternate
names.

Examples[it is generally accepted that Robert Campin is the
formerly anonymous Master of Flémalle]

Campin, Robert (preferred, index)
Robert Campin (display)
Master of Fl$00emalle

Caveat: If the identity of an artist is uncertain,
do not record the additional names in one record; instead,
make two records. For example, Barthélemy d' Eyck
is possibly, but not firmly, identified with Master
of King René of Anjou. Given that the association
is uncertain, do not put the name Master of King René
of Anjou in the record for Barthélemy d' Eyck.
Make two separate records and link them through Associative
Relationships (see also 3.6).

»For corporate bodies

If the name of a firm or other legally incorporated entity
has changed, first determine if the new name represents
a second, distinct corporate body, which would require a
separate corporate body record. Such related corporate bodies
should be linked through as Related Persons and Corporate
Bodies (see 3.6 Associative Relationships).

Example

Morris & Co. (preferred) .... name of the
firm after 1875
Morris and Company (display)
Morris, Marshall, Faulkner & Co. (historical)
.... original name of the firm, 1861-1875
Morris, Marshall, Faulkner and Company (historical)

For one record: Generally include the former names
as historical names in one record rather than making two
records 1) if the corporate body is a historical studio
or institution (e.g., Manufacture Royale des Gobelins
and Manufacture Nationale des Gobelins are two names
in the same record), or 2) if the primary partners have
remained the same for a modern firm.

For separate records: Generally make two separate
records 1) if the function or location of the historical
corporate body changed with the name change, or 2) if the
question involves a modern firm and legal incorporation,
the primary partners have changed, and the firm apparently
prefers to clearly distinguish its separate incarnations.
Link the related corporate bodies (see 3.5 Associative
Relationships).

3.3.2.5.16

Nicknames and pseudonyms
Include pseudonyms and nicknames if found in standard sources.
If a pseudonym or nickname is the preferred name, do not invert
it if it is not inverted in authoritative sources.

Examples

Man Ray (preferred)
Radnitzky, Emmanuel
Rudnitsky, Emmanuel

Pontormo (preferred)
Jacopo Carrucci
Giacomo da Pontormo

»Article in the name

If the preferred name is a nickname or pseudonym that includes
an article, generally invert the name (e.g., Volpino,
Il). Include the display name in natural order in sequence
number 2.

If the variant name contains an article, it is not necessary
to include an inverted version. Include a variant name without
the article, if warranted by an authoritative source. For
example, Giuseppe Mazzuoli has two variant names: Il
Bastarolo and Bastarolo.

Homographs in the same family
Names with the same spelling are called homographs.
Include designations that distinguish two or more members
of the same family bearing the same name (e.g., the Elder
or Sr.).

»Junior and Senior

For modern artists, for the preferred name, include the
abbreviations Jr. and Sr. if this is the form
of the artist's name found in authoritative sources. Follow
the syntax and punctuation in the examples below for display
and indexing forms of the names.

If a father and son with the same name are both in the
ULAN, be sure to include Jr. and Sr. to distinguish
between them, even if the Jr. or Sr. is omitted
in authoritative sources.

Names containing non-abbreviated versions of "Junior"
and "Senior" may be included as variant names.

3.3.2.5.18

'The younger' or 'the elder'
For pre-modern artists, for the preferred name, generally
include the younger or the elder to distinguish
between fathers and sons who are both in ULAN and who have
the same name. Follow the syntax in the examples below. Note
that for the preferred inverted name, the younger and
the elder are spelled in lower case, while the display
form includes the Younger and the Elder in upper
case. This is an idiosyncrasy of ULAN that was devised as
an aid in creating algorithms for retrieval.

Variants using Roman numerals may be included if found
in authoritative sources (e.g., Brueghel, Pieter, I
in the example above). However, the name with the Roman
numeral should not be the preferred name when there are
only two artists with that name and they are father and
son. See Names with Roman numerals below.

Make the English form (the elder, the younger)
the preferred name, and the names in other language(s)
variants. If you find warrant for an exception to this
rule, consult with your supervisor. Add language flags
where appropriate.

»Names with Roman numerals

Use Roman numerals when all of the following conditions
apply: 1) there is more than one artist with the same name
in ULAN, 2) the artists have a familial relationship, 3)
they have an older and younger relationship, 4) a) but they
are not father and son (e.g., when a nephew and his uncle
have the same name), or b) there are more than two people
with the same name (e.g., when a father, son, and grandson
all have the same name; if there are only father and son,
use the elder and the younger, or Jr.
and Sr.).

Follow the syntax and punctuation in the examples below.
Note that the preferred name has two commas; the display
name has no comma.

If you come across an example where there are two or more
related female artists with the same name in ULAN, consult
with your supervisor.

In the extremely rare case where there are two sets of
fathers and sons with exactly the same name and if their
biographies are similar and thus do not provide adequate
distinction between them in displays, use middle names to
distinguish the two sets. If this is not possible, use "I"
and "II" to distinguish one of the sets.

Examples[names are exactly the same between two sets of
fathers and sons, middle names are unknown, all four
are printmakers and painters, and there is overlap
with works produced in the same century]

Syntax: Capitalize titles of nobility. Use punctuation
and syntax as illustrated in the examples below. For
the preferred name, generally prefer the name as found in the Library of Congress Authorities, unless the name form is inconsistent with other similar names in the LOC authorities or if the name is too long.

»Social titles and courtesy
titles

Social titles denote gender and marital status. Courtesy
titles are used when addressing persons of nobility.

For males: For males, you may include courtesy
titles (e.g., Lord) in a variant name if there is
warrant. In general, do not include variant names with social
titles denoting gender for males (e.g., Mr., Monsieur,
etc.).

For females: For females, you may include courtesy
titles (e.g., Lady) in a variant name if there is
warrant. In contrast to the rule for males, you may include
variant names with social titles denoting gender or marital
status (e.g., Mrs., Miss, Mme, Mlle, etc.) if these
forms are found in authoritative sources and if they clarify
the significance of the name (i.e., if they designate a
married or maiden name). Use the punctuation and syntax
displayed in the following example. Note that the syntax
with one comma "Sefton, Mrs. Walter" is
preferred, not "Sefton, Walter, Mrs.",
although the latter could be included as a second variant
name if there is warrant.

Examples[a variant name]

Sefton, Mrs. Walter

Use spelling and punctuation of female social titles as
indicated below:

Mrs.

Mlle

Miss

Mme

Ms.

Indicate "married name" in the display
date for the name, where appropriate. Include any other comment on the name in the display date that, including information not covered by the Other Flags (official name, N/A, pseudonym, birth name, abbreviation, common name, full name). See Dates for Names
below.

»Titles of nobility and peerage

Titles for nobility and peerage should be part of the preferred name when the name-plus-title is the form found in Library of Congress authorities and other sources, thus the most commonly used to
refer to the person. Also keep in mind consistency with precedents
of similar names already in the ULAN.

Below are examples of variations in the expression of the preferred names of people having titles.

Examples[For Holy Roman emperor, 1050-1106]

Henry IV, Holy Roman Emperor (preferred, display, LC name)

[For French queen consort, 1519-1589; the LOC is non-preferred, because it is deemed too long]

Catherine de Médicis, Queen consort of Henry II (preferred, display)

Catherine de Médicis, Queen, consort of Henry II, King of France (LC name)

[For British peer, painter, 1896-1993; Library of Congress name is the preferred name, but "indexing," not the "display" name; also, include the name having number in the sequence for this earldom ("5th earl"), but this should not be the preferred name]

Amherst, Jeffrey John Archer, Earl of (preferred, indexing, LC name)

Jeffrey John Archer, Earl of Amherst (display name)

Amherst, Jeffery John Archer Amherst, 5th Earl (variant name)

[For the Flemish painter, 1577-1640; knighthood was bestowed as an honorary title later in life, thus is not the preferred name]

Rubens, Peter Paul (preferred, indexing, LC name)

Peter Paul Rubens (display name)

Rubens, Peter Paul, Sir (variant name)

Former rule: In the past, the rule for titles required avoiding more than one comma in the preferred name of titled people, even if that meant that the preferred name was constructed by the editor rather than having been found in a source. The only purpose of this rule was to allow the name to be pivoted on the comma to form a display name. However, the rule was changed, in the spirit of not allowing current technology to drive the editorial rules. The current editorial rules advise recording the name as found in the most authoritative sources, even if it has two commas. The Display Name is now added separately, often by algorithm, when data is loaded; it is clearly flagged as "display."

For example, Former rules required the preferred name to have only one comma: Hawarden, Viscountess Clementina. Current rules advise preferring the name as found in LOC:
Hawarden, Clementina, Viscountess

Title in English: When the title is included in
the preferred name, use the form of the title most often
used in English-language sources. For kings and queens,
this will likely be the title translated into English (e.g.,
Queen rather than Reina). For other titles,
the title may be in the original language because the title
does not necessarily translate directly into English (i.e.,
the English translation of the word may not actually designate
the same rank).

Title must go with a full name: For both preferred
and variant names, do not include names comprising only
the title or honorific and a last or given name. For example,
do not include a variant name such as Miss Browning,
Sir Jackson, or King Henry; instead, record
Browning, Miss Elizabeth; Sir Robert Jackson;
or Henry VII, King of England. An exception may occur
with anonymous artists who are known only by one name (e.g.,
Master Adolfo).

Dates of names with titles: While you may include a display, start, and end dates for a name with a title, it is best to, instead or in addition, index the dates with the appropriate context as an Event. For people who hold several different titles throughout life, and thus have several names based on title, indeed it is useful to index the dates for these names linked to the Name field.

For the preferred name, generally include
the title if the person was born to the title or in succession
for the title (i.e., hereditary peerages and royal
titles, e.g., King, Prince, Princess, Duke, Marquis,
Earl, Viscount, Baron, Comte, Graf). There is often
a distinction between the name of the peerage and the surname
(e.g., Talbot and Shrewsbury in the example
below). Follow the syntax below. Note that the inverted
preferred name in such cases may have two commas. The display
name has one comma.

For the preferred name, generally exclude
the title if it was bestowed during the person's lifetime
(i.e., life peerages such as knighthoods and baronets,
e.g., Sir, Dame).

Baronets: A variant name for baronets should include
both Sir and Baronet, the latter following
the name to distinguish him from a knight (e.g., Sir
Alfred Bridge, Baronet).

Kings, queens, emperors: Note that kings, queens,
emperors, and other nobility are often referred to by their
first name without the use of a surname. However, you should avoid using a single name as a preferred name. Instead, use the display name in natural order with the title as the preferred name; use syntax and
punctuation as illustrated in the examples below:

Consorts and regents: For a consort, that is a man or woman who married the hereditary ruler, choose the preferred name based on common usage in authoritative sources. Female consorts of kings and other high nobility generally include the title of consort in the preferred name. For the preferred name of male consorts of queens and other female rulers, common usage dictates that they will usually be listed with their hereditary title rather than the title of consort. Preferred names of consorts of lower levels of nobility often omit the title of consort for both sexes, to instead use the hereditary title of the person as the preferred name. For regents, who rule while the hereditary ruler is under age or incapacitated, the title of regency is generally not included in any of the names.

For members of the clergy other than the pope, include
the title (e.g., Father, Fra, Bishop, etc.) in the preferred
name if it is the name in Library of Congress authorities and most commonly found in other sources. In
general, the title should be included in the preferred name.
Also check precedents in ULAN for consistency.

If a person has multiple titles, the latest title or the title of highest rank should be
preferred.

»Abbreviations

Abbreviations for titles (e.g., Bt., Bart., Hon.)
may be part of a variant name if there is warrant; however,
the full version of the abbreviated word should be represented
in another name. Names with abbreviations should not be
preferred, with the exception of Jr. and Sr.
(discussed above).

In the rare event that there is warrant for a name followed
by an indication of a degree or credentials (e.g., Ph.D.,
M.D., M.F.A., etc.), place the initials for the degree
at the end of the name, using two commas for an inverted
name. Do not put a space between the initials of the degree.
Such a name should never be the preferred name.

Example[variant name includes degree credentials]

Crane, Arnold Herman (preferred, indexing)

Arnold Herman Crane (display)

Crane, Arnold Herman, J.D. (variant name)

»Royal Academicians

Note that R.A. typically does not refer to initials of
names, but rather to the credential of Royal Academician.
Do not include this designation in the preferred name. For
a variant name, you may include it if there is warrant;
use periods with "R.A."; do not include a space
between "R." and "A." Use two commas
for the inverted name.

Example[variant name]

Pickersgill, Frederick Richard, R.A.

For R.A., add a display date for this variant name (e.g.,
made a Royal Academician in 1994). A date for when
a person was made a Royal Academician is usually readily
available. See Dates for Names below.

3.3.2.5.21

Anonymous creators
For anonymous creators, use an appellation provided by an
authoritative source or devised by scholars. In the context
of this manual, an "anonymous creator" is defined
as a creator whose hand is identified and oeuvre is
established, but whose name is not known (e.g., Master
of the Morgan Leaf). This type of creator is distinguished
from Unknown creators, discussed below. Generally, do not
invert appellations for anonymous creators.

Examples

Monogrammist A. D. L. (preferred)

Borden Limner (preferred)

Master of Artajona (preferred)

»Unknown creators

Unknown creators are outside the scope of the ULAN.
An unknown creator has no identified oeuvre or personality;
an appellation is typically generic and encompasses many
artists (not a single individual); The appellation may include
the word "unknown" and the culture or nationality
(e.g., unknown Korean); it may include broad dates
(e.g., unknown Korean 16th century). Unknown creators
are used in cataloguing art works and may be included in
local authorities, but are not included in ULAN. Note that
some institutions use the word Anonymous to refer
to Unknowns.

3.5.2.5.22

Constructed names
A constructed name is a name created by the editor, rather
than being transcribed from a source.

For the preferred name, do
not construct a name if you can avoid it. Transcribe the
name as found in the source.

Exception: If you need to find
a particular form of the name in order to be consistent
with other similar preferred names or to follow specific
rules in this manual, you may construct a preferred
name.

For variant names, editors
must occasionally devise a name that is not found in published
sources. Do so only in the situations described below.
If you feel that another situation warrants the construction
of a name, consult with your supervisor before doing so.

»Display names

A Display Name is used in horizontal displays (e.g.,
in wall or slide labels). If the preferred name is in inverted
order, construct a Display Name by expressing the name in
natural order.

Flag the Display Name by setting the flag to Yes.
See a discussion of the flag at Display Name Flag
below.

Example

If the name was constructed by the editor, the source
for the Display Name should be the following:

Vernacular names
Flag names as Vernacular, Other, or Undetermined as recommended
at Vernacular Flag below. Note that Undetermined
is typically used only for data being batch loaded; editors
should avoid using it.

Most artist names will be in the vernacular language of
the artist. However, if you are unfamiliar with a particular
vernacular language, in order to determine which name is
the vernacular name, consult a reference source that labels
the vernacular or names in other languages, or a source
in the vernacular language.

For the preferred name, choose the name most commonly
used in English-language sources, which is generally the
vernacular name. Only occasionally do artists have name
variations in English; these occasional examples include
famous early artists, anonymous artists, and corporate bodies.

»Multiple vernacular languages

If an artist worked in multiple nations where multiple
languages were spoken, there may be multiple vernacular
languages applicable to a single artist.

Example[The artist was French-speaking Flemish, but worked
in Italy, so both French and Italian are Vernacular
names]

There may be several variants in any given language. Be
sure to list all variants in any vernacular language and
flag them as vernacular too (as in the example above).

3.3.2.5.24

Official name
The official name is the full name in natural order. This
name typically includes all middle names and titles. The official
name is not necessarily the preferred name.

For the preferred name, do not use a long
name simply because it is the fullest, official name for
the person or corporate body. Prefer the short version of
the name most commonly found in sources. For instance, the
preferred name for the person will not necessarily include
a title. Include the longer name with the title as a variant
name and flag it as Other Flag = Official Name, if appropriate.
See Other Flags below.

Example

3.3.2.5.25

Language
Flag the language of the name, if known, by choosing a language
from the controlled list of languages. See Language for
Names below.

3.3.2.5.26

Order of the names
The names must be organized according to a set of rules. Number
the names as instructed in Sequence Number below.

3.3.2.5.27

Editing contributed names
Editors should not edit names that are from contributors,
except for minor punctuation errors and very minor typos.
If you add a date or a source to the name, add the initials
VP as a contributor for the name.

If directed to do so by your supervisor, you may occasionally
delete contributed names that are inappropriate to ULAN,
including names that are only first or last names and names
that are misspellings that appeared in only one archival
source (and thus are not common misspellings). Such
names inhibit the utility of ULAN in retrieval.

3.3.3

Preferred Flag (required-default)

3.3.3.1

Definition
Flag indicating whether or not the name is the preferred name
for its subject record.

Sources
For a discussion of how to determine which name should be
the preferred name, see Name above.

3.3.3.4

Discussion
Every record must have a preferred name to use as a default
in displays. For further discussion of preferred names, see
Name above.

3.3.3.5

RULES

The name in sequence number 1 is automatically flagged
"preferred" by the system. If this is not
correct, change the Preferred Flag and sequence numbers
accordingly.

3.3.4

Qualifier

3.3.4.1

Definition
Word or phrase used primarily to distinguish between homographs;
rarely used in ULAN.

3.3.4.2

Values
Free text.

3.3.4.3

RULES

Currently qualifiers are used in the ULAN only in very
rare cases. If you think you have warrant for adding a qualifier,
consult with your supervisor.

You may add a qualifier in the very rare case that a
modern artist assumes a generic or ambiguous appellation
that is confusing or unintelligible to end-users.

For example, the artist Masakatu Iwamoto calls himself
"Mr." Given that Mr. is a title and
thus displaying that "name" alone without
qualification would be confusing to end-users, the variant
full name may be used as a qualifier for Mr.
Use the Other Flags to flag the pseudonym and
the birth name in the record.

3.3.5

Sequence Number (required-default)

3.3.5.1

Definition
The Display Order number (or Sort Order number), indicating
the sequence of the name in relation to the other names of
a subject record.

3.3.5.2

Values
System generated, but the numbers may be changed by the editor.
Values begin with 1 and are numbered sequentially; there is
no upper limit imposed by the system.

3.3.5.3

Discussion
Most records have only 1 to 5 names. It would be highly unusual
to require more than 15 or 20 names for an artist or corporate
body. If you need to add more than that, consult your supervisor.

3.3.5.4

RULES

Number the names in sequence. Do not skip numbers. Arrange
the names in a logical order, as described below.

The name in sequence number 1 must be the subject default
Preferred name, which is the most commonly used form,
in inverted order (where appropriate). When the name in
sequence number 1 is inverted, the name in sequence number
2 must be the natural order form of that name.

For names in sequence number 3 and below, place the next
most commonly used forms at the top of the list. Position
former or other alternate names above names that are rarely
used. Place misspellings at the bottom of the list.

If there are historical names, arrange the names in reverse
chronological order, with Current names placed before
Historical ones.

Within the parameters of the above rules, keep variants
in the same language or of similar spelling together when
possible.

Sources
Editors should use standard, authoritative sources in determining
whether or not a name is historical.

3.3.6.4

RULES

Note that in ULAN, most names will be flagged NA because
this flag only rarely applies to persons.

This flag is most often used with corporate bodies. If
there are both current and historical names in the record,
use Current and Historical flags to clarify. In all other
cases, leave the flag set to NA.

Before entering a historical name in the record, ascertain
whether or not this is actually a separate corporate body
that should be recorded in a separate record. See Chapter
3.3: Names: Former Names: Corporate Bodies.

Current: If there are historical names, flag the
name that is currently in use.

Historical: If the name was used in the past but
is not used currently, set the flag to Historical. Also
flag the current name.

Both: This flag will only rarely be used in ULAN.
Consult your supervisor if you believe that you have need
of this flag.

Not Applicable: This is the default for ULAN names.
Use it for all names, except if there are historical names
in the record (when you should flag the historical and current
names).

Unknown: This is used primarily for data loaded
from contributors. Editors should avoid using it if possible.

3.3.7

Term Type(required-default)

3.3.7.1

Definition
Flag currently not in use in ULAN.

3.3.7.2

Values
Value is derived from a controlled list: NA - Not Applicable.

3.3.7.3

RULES

Not Applicable: Currently in ULAN, all Term Type
flags are set to NA.

3.3.8

Part of Speech(required-default)

3.3.8.1

Definition
Indicates the category into which the name would be placed relative to its normal function in a grammatical context, currently set to NA in ULAN.

DiscussionVernacular refers to the name in the local language
of the artist. Most artists' names in ULAN are vernacular
names. Vernacular names include transliterated names, even
though they are written in the Roman alphabet but the local
language uses another alphabet or method of writing.

3.3.9.4

RULES

Vernacular: The default flag is Vernacular. This
is the correct flag for all names in the local language
of the artist.

Other: If the name is in a language other than
the artist's native language, set the flag to Other. This
will generally only occur with early artists who are famous
(e.g., Raphael), with anonymous artists (e.g., Master
of the Ovile Madonna), or with corporate bodies (Audet
and Charbonneau for the French firm Agence Audet
et Charbonneau).

Undetermined: Do not use Undetermined. It is typically
used for data loaded into the system where the language
of the terms/names in the load is unknown.

3.3.10

Language for Names(required-default)

3.3.10.1

Definition
The language of the name. A single name may be spelled the
same in multiple languages.

3.3.10.2

Fields

1. Language: Term
referring to the language of the name.

2. Language Code:
Unique code for the language in VCS. Related languages have
codes within a given range, to allow retrieval of related
languages.

3. Language Preferred
Flag: Indicates whether or not this name is the preferred
way to refer to the artist in that language.

Sources
New languages may be added to the controlled list only as
absolutely necessary. Be certain that the language you need
is not already entered in a synonymous form in the controlled
list. If you feel you need to add a language, consult with
your supervisor.

If you wish to add a language found in another source,
consult with your supervisor.

Sources providing information regarding which language
the name represents are the following:

Standard general sources for names, as described
in Names above.

Encyclopedia or another authoritative, general information
resources.

3.3.10.5

RULES

It is not necessary to flag languages for names, unless
there are names in multiple languages for a given artist.
This will typically happen with artists who lived or worked
in multiple nations, famous early artists who are known
by names in various languages, anonymous artists, and corporate
bodies.

Where known, flag the appropriate language for every name
as your expertise, time, and editorial priorities allow.

3.3.10.6

Uncertainty
Label a language only if your source indicates it or if you
are an expert in the given language. Do not guess.

If you are uncertain regarding a specific language, use
the broader designation. For example, if your source does
not specify if the name is Ancient Latin, Medieval Latin,
or Liturgical Latin, use the more general designation
Latin.

3.3.10.7

Preferred English name
If there is an English version of a name that is different from the ULAN-preferrred name, it is required to flag the preferred English name for the artist. However, the preferred English name will typically be the overall record-preferred name. For the preferred English name, link to "English, Code 70051."

For the preferred English name, choose the name most commonly
used in American English sources (but flag it "English,
Code 70051", not American English Code
70052).

American vs. British English: In the extremely rare event that a name is spelled differently in American and British English, label the British spelling with the language British English and the American spelling with language American English. Names with language flag English are presumed to be appropriate for both British English and American English..

3.3.10.8

Transliterated names
Flag the name as representing a particular language, even
if the name has been transliterated from another alphabet
into the Roman alphabet.

»Chinese

For Chinese, there are special language designations for
the two most common transliteration methods: Pinyin and
Wade-Giles. Pinyin is the transliteration method preferred
for preferred names in ULAN. If your source indicates
which was used for the name, flag the language appropriately.
For transliterations other than Pinyin and Wade-Giles, or
if you are uncertain what transliteration method was used,
label the names as simply Chinese transliterated (provided you are
sure that the name is Chinese). Flag names in Chinese characters as Chinese, Chinese (simplified), Chinese (traditiona) or another appropriate designation.

3.3.11

Preferred Flag for Language (required-default)

3.3.11.1

Definition
Flag designating whether or not the name is preferred in that
language.

The default for this field is Non-preferred. Change
the flag to Preferred if name is the short, commonly-used
form of the name in a particular language.

There may be only one preferred name per language.

3.3.12

Language Status (required-default)

3.3.12.1

Definition
Indicates if the term is a loan term from another language. Given that most personal names are represented in the vernacular language, this flag is currently not being used in ULAN.

3.3.12.2

Field

Language Status: Flag indicating the status of the term as a loan term.

3.3.12.3

Values

Controlled values: Undetermined, N/A = not applicable, Loan term, or Literal translation. In ULAN, the default for this field is Undetermined.

3.3.12.4

RULES

Do not use this flag in ULAN, unless directed to do so by your supervisor. The default is set to Undetermined.

3.3.13

Contributor for Name (required-default)

3.3.13.1

Definition
A reference to the institution or project that contributed
the name.

3.3.13.2

Fields

Brief Name: An acronym, initials, or abbreviated
name of the institution.

Full Name: A full version of the name of the contributing
institution or project.

3.3.13.3

Values
Controlled by a link to a file of controlled terminology;
the list changes as new contributors are added. The current
values are visible in the image below (as of October, 2004).

Example

3.3.13.4

Sources
Use correspondence with an official representative of the
institution or current, official publications of the contributing
institution, including its official Web site.

If the institution does not have an official acronym,
consult with your supervisor when creating a Brief Name.

Make sure that the contributor's names are the same in
all three vocabularies. Make the numeric Code for the contributor
the same in all vocabularies, if possible.

3.3.13.5

Discussion
The Brief Name (acronym, initials, or abbreviated name of
the institution) appears in the artist record. The Full Name
is linked to the Brief Name in displays for the end users.

3.3.13.6

RULES

The following are rules for assigning a contributor to
an artist or corporate body ULAN name (not for adding contributors'
names to the controlled list).

The default Contributor is VP (Vocabulary Program).
Editors may change contributors' initials only in very rare
cases. If you feel it is necessary to change a link from
one contributor to another, consult with your supervisor.

If you are adding data by hand, even if the data was given
to you in a printout or other form by an institution or
project that is a contributor, the contributor should be
VP because the Vocabulary Program is actually entering
the data (and thus some amount of interpretation is going
on). The Source of the name should refer to the institution
or project; they are the Source, NOT the Contributor.

Example[Contributor is VP, not Census because VP editors
edited the name that had been loaded into VCS]

Contributors' names other than VP will be linked
to the name and other data in the record at the time when
the data is loaded into VCS, and it virtually never needs
to be changed.

3.3.14

Preferred Flag for Contributor (required-default)

3.3.14.1

Definition
Flag indicating whether the name is the one preferred by the
contributor or a non-preferred name from the contributor.

Flag one and only one VP-preferred name for each record.
Each contributor may have only one preferred name per subject
record.

The VP-preferred name should be the same name as the overall
Preferred Name (descriptor) for the record.

The default flag for a new variant name in VCS is Non-preferred
for VP (or any other contributor). If you are adding a preferred
name for VP, change the flag to Preferred (which
swaps the name to the Preferred position, sequence no. 1).

For contributed data, the flag is set when the data is
loaded. Editors rarely have to change this flag on data
loaded from contributors. If you feel you should do so,
please consult with your supervisor. Note that there may
be one and only one name preferred by each contributor per
record.

3.3.15

Sources for Names (required)

3.3.15.1

Definition
A reference to the source used as warrant for the name, typically
a published source.

3.3.15.2

Fields

Brief Citation: A brief reference to the source.
See Appendix C: Citations.

Full Citation: A full citation for the source,
including the author's name, title, and place and date of
publication. See Appendix C: Citations.

3.3.15.3

Values
Sources for the citations are title pages of the works.

Values are controlled by the Sources file in VCS. A source
must be added to the Source file in order to be used in
(linked to) the Subject (artist) record. For a discussion
of how to add sources to the Sources file, see Appendix
C: Citations.

For a discussion of which sources are considered authoritative
as warrant for specific types of artist names, see Names
above.

Examples

3.3.15.4

Discussion
The source file is linked to Names, the Descriptive Note,
and the Subject (refers to "subject as a whole,"
used for any information in the record other than Name or
Descriptive Note).

Sources for names include authoritative publications or
museum records. Published and unpublished sources in any
and all media may be used. Artist dictionaries and art encyclopedia
are sources of many names. Other sources include books on
the history of art and architecture, journal articles, newspaper
articles, inscriptions on art objects, and catalog records
of repositories of art objects.

3.3.15.5

RULES

It is required to cite the sources used for the Name.
In the Page Field, it is required to cite the volume, page
number, date of accessing a Web site, or other appropriate
indication of the specific location where the name was found
in the source.

If there are multiple editions or multiple publication
dates for a source, link to the specific source that you
are using.

Link to the source only if the name is transcribed exactly
as found in that source, including punctuation and capitalization.

In specific rare cases, as when the name in the source
contradicts ULAN editorial rules (e.g., in the source,
the name is in an index represented in all caps, or
the source lists a heading instead of a name per se),
the source may be linked even though the name entered
in ULAN does not match it exactly See instructions at
Names above.

For rules for constructing Brief and Full Citations, see
Appendix C: Citations. The Brief Citation should
be a short reference to the source. The Full Citation is
full reference to the published or unpublished work.

3.3.15.5.1

Preferred sources
Published sources of creator names include the following:

Additional general encyclopedias and dictionaries of creators
may be used. In addition, standard textbooks for art history
and Web sites for art museums can serve as sources for names
and biographical information about creators. You may also
refer to more specialized sources of creator names, including
national sources such as the Dizionario enciclopedico
Bolaffi dei pittori e degli incisori italiani dall'XI al
XX secolo for Italian artists or the Snodgrass American
Indian painters for Native American artists. [2]

»How to choose the preferred
source

Typically, sources for the preferred name in ULAN should
be chosen in the following general order of preference:

Standard general reference sources

LC Name Authority Headings

Grove, Thieme-Becker, Bénézit

text books

general biographical dictionaries

Other official sources

repository publications, including catalogues and
official Web sites

general encyclopedia and dictionaries

authoritative Web sites other than museum sites (e.g.,
university sites)

Other sources

inscriptions on art objects, coins, or other artifacts

journal articles, newspaper articles

archives, historical documents, and other original
sources

authority records of contributors' databases

For the preferred name and other information, prefer the
most current and authoritative sources to determine which
name is currently most commonly used.

Know your sources. Thieme-Becker and Bénézit
tend to include very long, complete names (and the names
may be in German or French instead of English), which
thus may not be the preferred name in ULAN (the preferred
ULAN name should be the short, commonly used name in
English sources). Grove and the indices of text books
generally indicate a shorter version of the name.

»Unpublished source

If there is no published source, you may cite an unpublished
source, such as an archival document or correspondence with
a scholar.

»Constructed names

Occasionally, names are constructed by the Vocabulary Program
in order to create names that conform to certain editorial
rules (e.g., for creating display names for names that contain
"the elder"or "the younger").
The linked source for such names should be the following:

If names are taken out of a contributor's database, special
citations are used to refer to the database. Generally,
these citations are attached when the records are loaded,
thus the editors need not be concerned with them. However,
if you are doing a special project, entering names by hand
that have been derived from a contributors' data base, consult
with your supervisor regarding which citation to use to
refer to the database. (Note that the Contributor in this
situation will be VP, not the contributing project's acronym.
See Contributor above.)

For the Full Citations, follow The Chicago Manual of
Style, 13th edition citation style for the humanities
and social sciences. Consult the style sheet in Appendix
C.2 for more detailed information.

»Brief Citations

A brief citation is a shortened form of the full citation,
used for display in the ULAN record (e.g. B$00en$00ezit,
Dictionnaire des Peintres (1976); Thieme-Becker, Allgemeines
Lexikon der Kunstler (1980-1986)). It must be unique
so as to accurately identify one particular source from
all others, including different works having the same title
and different editions of the same work. A brief citation
generally consists of the author(s)'/editor(s)' last name(s)
(if any), a shortened form of the title that includes enough
keywords to indicate what the source is about, and the year
of publication in parentheses.

»No author or editor

If there is no author or editor, record the title as the
first element in the Full Citation and Brief Citation.

The order of citation elements for articles is the following:
author, article title, periodical title, volume, issue number
(if any), page number range, and date. Volume and number
are expressed in Arabic numerals, even if Roman numerals
are used on the work. Since the volume, number and pages
are given in the full citation in the source file, the Page
field generally should be left blank.

Punctuation
Volume and issue number are separated by a forward slash
(/). Pages are preceded by a colon (:).

For citing articles from multi-volume works, such as encyclopedias,
the brief citation consists of a condensed version of the
title of the complete work, followed by the date of publication
of the complete work, and no URL.

In VCS, cite the individual essay or article title, volume
and page number in the Page field (see below).

Definition
A reference to the volume (if applicable) and page number
where the name was found in the source. It may also include
other information describing the precise place in the source
where the name was found (e.g., a URL for an online source).

3.3.16.2

Values
A free-text field; values may be any ASCII character. No special
characters or diacritics are allowed; diacritics must be expressed
according to the codes in Appendix A.

3.3.16.3

Discussion
Page Numbers are also discussed under Page Number for Subject
Source and Page Number for Descriptive Note Source.

3.3.16.4

RULES

Although VCS will allow you to save a record without page
numbers, it is required to record them when known.

3.3.16.4.1

Pages
For pages, do not state "page" or "p."
before the numbers. Use the following formats: e.g., 532,
45-53, 12 ff. List the entire number for both numbers
in spans of pages (e.g., 691-693, NOT 691-3).

Index, etc.
"Page" is assumed unless otherwise stated. Therefore,
in printed sources, for any reference to a location other
than page, clearly indicate the area of the book, using the
syntax in the following examples: title page, index, table
of contents, inscription, plate 9, note 132.

AACR names/LCSH
For names taken from the Library of Congress Name Authority
Files, include the NAFL number in the Page field, preceded
by "NAFL," and the date on which the site was accessed,
as illustrated below.

If the name in LCNAF or LCSH contains parentheses, do
NOT include them in the ULAN name field. Instead, make the
name excluding parentheses the AACR-flagged name, and include
the full name with parentheses in the page field. If the
second name (implied by the parentheses) is not already
in ULAN, add this as a variant; do NOT flag the second name
as the "AACR" name. In the example below, LCNAF
lists the name in the authorized heading as: Hidley,
Joseph H. (Joseph Henry).

If there is no record for the artist in the Name Authority
File, but you have found a name in the Library of Congress
Subject Headings, include the verbatim heading and the accessed
date in the Page field.

For the preferred NAFL name, or if there is no NAF record,
for the authoritative heading, flag it with the AACR2 flag
set to Yes (see AACR2 Flag below).

3.3.16.4.4

Multiple pagination schemes
If a source uses multiple schemes of pagination within the
same volume, use the numbering convention of the source, even
if this means using Roman numerals or other idiosyncratic
pagination systems.

3.3.16.4.5

Folios
In the rare case when the source has folio numbers instead
of pages, include recto or verso (e.g., folio 2, verso).

3.3.16.4.6

Volumes
If a work is published in volumes, include the volume number
and page number. Use Arabic numerals, even if the cited volume
actually bears Roman numerals. Note that volumes are listed
using the following format: volume number, colon (no space),
page numbers (e.g., for volume 2, page 311, it would be 2:311).

Articles
For newspaper and journal articles, the page number should
appear in the citation and need not be repeated in the Page
field (e.g., in the example below, the Full Citation includes
page number "A3," so the Page Number field is empty).

Example

Brief Citation: Smith, Nicholas Krushenick,
New York Times (1999) Full Citation: Smith, Roberta. "Nicholas
Krushenick, 70, Abstract and Pop Artist." New York
Times (7 February 1999), A31.Page:

3.3.16.4.8

Online sources
Record the date when you consulted the Web site in the Page
Number field (e.g., accessed 30 March 2001, illustrated
below). For newspapers on the web, cite the date of publication
in the Full Citation ("10 August 2004" in the example
below), not the Page Number field. In the Full Citation, include
the designation [online], [online database], [online edition],
or a similar phrase if the word online does not appear
in the title of the document. You generally do not need to
include [online] in the Brief Citation, unless necessary
to distinguish between two otherwise identical citations.

Examples

Brief Citation: Henri Cartier-Bresson, New
York Times (2004)Full Citation: "Henri Cartier-Bresson Is
Dead at 95." New York Times [online] (4 August
2004). http://www.nytimes.com/ (10 August 2004).Page: accessed 2 May 2002

Brief Citation: London Landscape Guide (2004-)Full Citation: Turner, Tom, ed. London Landscape
Guide [online]. School of Architecture and Landscape,
University of Greenwich. http://www.londonlandscape.gre.ac.uk/lguide/index.htm
(14 June 2004).Page: accessed 30 March 2001

3.3.16.4.9

Encyclopedia and dictionaries
If the name was the entry form name in the encyclopedia or
dictionary do the following: for hard-copy books cite the
volume (if applicable) and page number; for online sources,
note the access date.

When the page number field may be left empty
The Page Number field may be left empty when an article and
page are fully cited in the full citation, when the entry-form
name in a hard-copy encyclopedia or dictionary entry is the
same as the preferred name in a ULAN record, and for references
to contributors' databases (unless an access date is applicable)
or to the Vocabulary Program's "Term warranted "
reference (below):

The non-preferred setting is the default for new
names created in VCS. Change this flag if necessary, as
described below.

Preferred: If the name is preferred by the source,
mark the name Preferred for that source. There may be only
one name preferred by the source per record. A name is preferred
by the source when one of the following is true: it is the
primary entry in an index, title, or table of contents;
it is an entry-form name or title name for an entry or article
in a dictionary or encyclopedia; it is the name predominantly
used in a text; it is the primary form indicated in an index.

Non-Preferred: Flag the name as a non-preferred
Name if it is a variant or alternate form of the name for
the person or corporate body in that source. Sources may
indicate this in various ways, including placing the variant
name in parentheses after the preferred name, using a phrase
such as "also called" or "also spelled"
or the like, or noted with a "see" reference back
to the preferred name.

Alternate Preferred: Flag the name as an Alternate
Preferred name if it is apparently preferred equally by
the source, for example, if a source is bilingual and both
French and English name forms are treated with equal preference.

Unknown: Editors typically should not use this
flag, because they should be able to make a judgment regarding
the name preferred in the source at hand. This flag is primarily
used for data loaded from contributors' systems in which
the preference was not captured. Much of the legacy data
from the old ULAN system was loaded with Source preference
as "Unknown" because this information was not
consistently tracked in the old system.

3.3.18

Dates for Names

3.3.18.1

Definition

Dates delimiting the time period when the name was or
is still used.

3.3.18.2

Fields

1.Display Date:
A free-text field to express nuances of the date to
the user; it is indexed by the two indexing fields representing
the Start and End Dates implied in the free-text date.

2. Start Date: The
exact or estimated earliest year implied in the Display
Date.

3.End Date: The
exact of estimated latest year implied in the Display Date.

Example[from the VCS Subject Edit window]

3.3.18.3

Values
Display Date is a free-text field; values may be ASCII characters
(including numbers). No special characters or diacritics are
allowed; diacritics must be expressed according to the codes
in Appendix A.

Start Date and End Date must contain valid years, as controlled
by VCS.

3.3.18.4

Sources
The dates should be determined using the same standard reference
works that supply other information about the name.

3.3.18.5

Discussion
There may be a Display Date associated with the name. Although
it usually refers to a period or date, the Display Date field
may contain notes that do not reference dates per se.

Display Dates are indexed with Start Date and End Date.
Start and End Dates are controlled by special formatting;
dates BCE are represented by negative numbers.

3.3.18.6

RULES

Enter dates for artists' or corporate bodies' names only
when the date is significant. If it is simply the name that
an artist had for his or her entire life, do not include
the date. Examples of significant dates for names include
the following:

For nicknames or pseudonyms, include dates for the
appellation by which an artist was known during a portion
of his or her life.

For married names, include dates for the period of
the marriage. Dates may also be included for any other
legal name changes made by the artist.

For corporate bodies that have changed their names
over time, include dates during which a particular name
was used.

In the free-text Display Date field, record a phrase referring
to a year, a span of years, or period that describes the
specific or approximate date in the proleptic Gregorian
calendar. Index this free-text date with Start and End Dates
delimiting the appropriate span. If the name is still in
use to refer to this artist, the end date should be "9999"
(not the death date of the artist). The Display Date may
contain a note that does not refer to a date per se, but
it must still be indexed with Start and End Dates.

Dates are not required. However, if you enter data in
any of the three date fields, you must enter data in ALL
three of the fields.

A short set of rules appears below. For further discussion
of Dates, see Appendix B.

3.3.18.6.1

Display Date

»State only what is known

Where ambiguity exists, use natural word order to clearly
state what is known (only what is known; do not surmise).
Follow the style of existing Display Dates.

Examples[for the name "Palmer, Sir James"]

Display Date: knighted in 1629Start Date: 1629 End Date: 1658

[for the name "Almanack," in the record
for Wouter Crabeth II]

Display Date: Crabeth's 'bent-name' given by
the SchildersbentStart Date: 1623 End Date: 1644

[for the name "Benozzo di Lese"]

Display Date: name used in some documents during
his lifetimeStart Date: 1430 End Date: 1497

[for the name "Raverat, Gwendolen," which
is a married name and also the name by which she is
today most commonly known]

Display Date: married nameStart Date: 1903 End Date: 9999

»Punctuation

Do not use full sentences; do not end the display date
with a period or any other punctuation. If the Display Date
could be ambiguous because it contains more than one phrase,
separate phrases with a semi-colon for clarity. If you refer
to a name, enclose it in quotation marks (if you are using
a name to refer to a person, do not use quotation marks).

Example[for the name "Rembrandt van Rijn"]

Display Date: "Rijn" refers to a
geographic place, the site of the mill owned by his
father in LeydenStart Date: 1606 End Date: 9999

[for the name "Rembrandt"]

Display Date: from 1632 onwards he signed his
works with only the forename "Rembrandt";
in documents, however, he continued to sign "Rembrandt
van Rijn"Start Date: 1632 End Date: 9999

[for the name "Bisschop, Suze"]

Display Date: married name; in 1892 she married
Richard BisschopStart Date: 1892 End Date: 1922

»Capitalization and abbreviation

Do not capitalize words other than proper nouns or period
names. Avoid abbreviations, except with the word circa
(ca.), the numbers in century or dynasty designations
(e.g., 17th century), and BCE and CE.

»Calendar in Display Date

Display Dates should generally be listed by reference to
years in the proleptic Gregorian calendar, which is the
calendar produced by extending the Gregorian calendar to
dates preceding its official introduction. If indicated
in a source, dates may be expressed according to systems
other than the proleptic Gregorian calendar (e.g., Julian,
Napoleonic, Islamic, or other calendars). This should be
clearly designated, also noting the year in the proleptic
Gregorian calendar to avoid end-user confusion (e.g., 946
anno Hegirae (1540 CE)). All dates should be indexed
in the Start and End Dates using the proleptic
Gregorian calendar for consistency in retrieval.

»Span of years

If a precisely delimited span of dates is applicable, list
the beginning year of the span first, followed by the end
of the span, with the years separated by a hyphen. Include
all digits for both years in a span; for example, with four-digit
years, do not abbreviate the second year (e.g., 1924-1946,
not 1924-46).

Example[for the name "Stieglitz, Mrs. Alfred"]

Display Date: used 1924-1946Start Date: 1924 End Date: 1946

Caveat: Do not state specific dates in the Display
Date if there is broadly defined information, ambiguity,
or uncertainty. For example, instead of 1500-1599,
use 16th century if that is what is meant.

»BCE in Display Dates

Dates before the year 1 in the proleptic Gregorian calendar
should be indicated as Before Common Era, which should be
abbreviated BCE. For dates after the year 1, it is generally
not necessary to include the designation CE (Current Era)
except where confusion may occur. For example, for very
early years CE, especially if a span of dates begins BCE
and ends CE, include both BCE and CE in the free-text date
(e.g., 75 BCE-10 CE). Avoid using BC (Before Christ)
or AD (Anno Domini). Dates BCE should be indexed with negative
numbers in Start and End Dates (see below).

»Uncertain dates

If a date is uncertain, use a broad or vague designation
(e.g., ancient) or words such as documented, ca.,
and probably. Note that the first year when a name
was documented is not necessarily the year when the name
was first used; therefore, you must create a sufficiently
early Start Date.

Display Date: married name; she married the
nobleman Fabrizio de Moncada ca. 1571Start Date: 1570 End Date: 1584

»Acceptable scope of information
in the Display Date

Ideally, the display date should refer, explicitly or implicitly,
to a time period or date. However, the Display Date may
be used to record unusual or important information about
the name; occasionally, it may not even refer to a date
per se. However, given that Start and End dates are
required for Display Dates, you should have a period or
date in mind when you write the Display Date.

Example[for the name "Pilgrim, Johann Ulrich"]

Display Date: name used in England Start Date: 1500 End Date: 1526

[for the name "Nukaya Shichibei"]

Display Date: family name used when an innkeeper,
from the mid-1760s Start Date: 1763 End Date: 9999

»Dates refer to the name, not
to the person or corporate body

Caveat: Note the dates refer to the name itself,
not the date of the person or corporate body (life dates
would be recorded in Birth and Death Dates). If a name is
still used to refer to the person (even when the person
is no longer living), the end date is 9999. For names
that do not apply to the entire life of the person or corporate
body, or, with anonymous artists for names that were invented
later, the Start Date for the name may not be the birth
date of the artist or corporate body.

3.3.18.6.2

Start Date and End Date

»Delimiting the span

Record years that delimit the span of time when the name
was in use, as referenced in the Display Date. It is better
to delimit the span too broadly than too narrowly.

Start Date must represent some year earlier than or equal
to End Date.

»Do not use punctuation

Express years without commas or other punctuation. An exception
is the hyphen, which is used to express negative numbers
(dates BCE).

»Gregorian calendar

Dates must be expressed in the proleptic Gregorian calendar,
which is the Gregorian calendar projected back in time before
it came into existence.

»Month and day

If a specific month and day are referenced in the Display
Date, index with the year. For the display date, the preferred
syntax is day, month, year with no punctuation. The alternative
syntax - month, day, comma, year - is found in many legacy
records. Do not bother editing records that already contain
this syntax, except in order to make the record consistent
when you are editing the record.

Example

Display Date: married name, from 18 April 1949
until 29 April 1954Start Date: 1949 End Date: 1954

»Dates BCE

Express dates BCE with negative numbers, using a hyphen
before the number. Do not use commas or any other punctuation.

Example [for the name "Euemporos"]

Display Date: possibly his Greek name Start Date: -450 End Date: 9999

»Estimating Start and End Dates

Record the dates for usage of the name, not necessarily
dates for the life span of the artist. For a name currently
in use, use the End Date 9999. The preferred name
should always have End Date 9999. For a name used
during the artists' lifetime but not commonly used now to
refer to him or her, record the death date for End Date.
When in doubt if the name is currently in use, record the
End Date 9999.

For the Start Date, you may record the birth date of the
artist, if appropriate.

Example[for the name "Phocas, Suzanne," which
is a pseudonym, thus indexed with a Start Date later
than her birth date]

Display Date: pseudonym Start Date: 1915 End Date: 9999

If a display date is qualified by ca., probably,
etc., estimate Start and End Dates accordingly. For
example, if ca. applies to the Start Date, subtract
five years or so from the display date.

Not Applicable: The default value for this flag
is Not Applicable. Change it if any of the following apply.

Yes: If the name is the display name, that is the
natural order form of the preferred name, to be used in
wall labels and other displays, use the Yes flag.
There may be only one name marked Yes per record.
See also Constructed Names: Display Name above.

Index: If the name is the inverted form that should
appear in alphabetical lists and indexes, flag it as Index.

No: Do not use this flag unless instructed to do
so by your supervisor.

Example

3.3.20

AACR Flag (LC heading)

3.3.20.1

Definition
Flag indicating if the name is the authorized heading in the
Library of Congress Subject Headings.

3.3.20.2

Values
Controlled by a pick list: Y - Yes, NA - Not Applicable

3.3.20.3

Sources
Library of Congress Authorities. http://authorities.loc.gov/
(do a search in both the Name Authority Headings and
the Subject Authority Headings).

3.3.20.4

Discussion
When the AACR2 flag is used, it means that the name is the
authorized form found in an LC heading. The Name in ULAN is
NOT the same thing as a heading in LC sources; the "heading"
often contains information other than the name.

When you search the LC Subject Headings or Name Headings,
you will typically retrieve many results. You must figure
out which heading is appropriate. In the example below,
the authorized heading for Michelangelo Buonarroti is listed
as no. 14. Other names in that list are variant names ("references")
for this artist or names for another person with a similar
name. The life dates and other information will help you
decide which is the name you need.

Example

3.3.20.5

RULES

If you are creating a new ULAN record from scratch, it
is required to look up the name in LC Authorities. However,
if you are editing contributed records, searching the LC
Authorities is not required (although it is recommended).
When editing existing records, look the name up in LC Authorities
as time and editorial priorities allow.

Not Applicable: The default value for this flag
is Not Applicable. Change it if the name is the authorized
LC heading.

Yes: Flag the name as the AACR2 form if the heading
in which you found it is noted as an "authorized heading"
on the LC Authorities Web site (note that the AACR2 flag
is a misnomer; it really indicates the authorized heading,
not simply a name formulated using AACR). There should be
one and only one name with the AACR2 flag in each record.

The name from the LC Authorized Heading is generally -
but not always - the preferred name in ULAN; the preferred
name in ULAN is the most commonly used name in scholarly
sources in American English.

Example

In the Page field, put the LC Control Number for the heading
and the date of access (e.g., n 85061125; accessed 1
December 2004). Be sure that you are citing the heading
for the person or corporate body itself, not a heading for
some other topic that contains the name.

Example

If you find other variant names in the full LC Authority
Record ("references," or in the 451 field),
and those names are not already in ULAN, add them to ULAN,
citing the source as Library of Congress Name Authority
Headings or Library of Congress Subject Headings,
but do not flag the variant LC name as the AACR2 form.

3.3.21

Other Flags

3.3.21.1

Definition
Flags designating an official name for the person or corporate
body.

Sources
The official name is generally an inverted full form of the
name, including titles. For the official names of people,
use standard, general encyclopedias. For the official names
of corporate bodies, use the Web site or other official publication
of the corporate body, if possible.

3.3.21.4

RULES

Not Applicable: The default value for this flag
is Not Applicable. Change it if the name is the official
name or pseudonym.

Official Name: Use to flag the official name for
the person or corporate body, typically used for the long
version of the name, including titles (e.g., Baron)
for a person or the long version of a corporate body's name
.

Pseudonym: Use to flag a nickname or pseudonym,
such as Masaccio.

Birth Name: Use only when an artist has changed
his or her name, to flag the name given at birth, a maiden
name, or other name by which the artist was originally known
(e.g., Mr. is a pseudonym for the artist Masakatu
Iwamoto).

Example

3.3.22

Assigned To

3.3.22.1

Definition
Indication of the person assigned to research this name. (Currently
not used.)

3.3.22.2

Values
Free text.

3.3.22.3

Sources
Editor logins.

3.3.22.4

RULES

Do not use this field unless otherwise instructed by your
supervisor.

See also Assigned To flag for the entire subject
record: Chapter 3-8.

[1]"Required-default"
indicates that a default is automatically set, but should
be changed by the editor as necessary. Some required-default
values are system-generated and may not be edited.